What does an Office Administrator do?
An Office Administrator is responsible for the smooth running of day-to-day administrative, financial and personnel support and operations at a company, or in larger corporates, within each department. They provide a vital support service that enables an office or team to focus on their own tasks instead of dealing with admin-related work which can cost a company dearly in time wastage.
Office Administrator Duties
Main Office Administrator duties usually include:
- Answering and transferring phone calls.
- Arranging travel itineraries for managers and other employees.
- Scheduling meeting times and booking rooms accordingly.
- Managing any correspondence via email and post.
- Managing the reception area and welcoming/looking after visitors.
- Creating, formatting and printing relevant collateral as needed by staff.
- Maintaining a stock list of office refreshments and stationery.
- Creating and distributing agendas for meetings.
- Capturing data as needed. Filing and photocopying of documents.
- Planning, assisting with and attending meetings and events.
- Managing ad hoc staff enquiries and requests.
Office Administrator Skills
The skills needed in this admin role will vary from company to company. Here are some of the main skills you will need to get a job in this field:
- Be honest, trustworthy and pro-active.
- Have a sensitivity towards cultural nuances.
- Sound worth ethic and be able to work independently.
- Basic accounting or bookkeeping skills
- Be organised, professional and know how to prioritise.
- Excellent communication and networking skills.
- Produce accurate work the first time round.
- The ability to multitask and work well under pressure.
- Knowledge using Microsoft Office applications.
Office Administrator CV Must-Haves
What’s expected from you might differ from job to job so make sure your CV contains these basics:
- Begin with a short summary about your skills.
- Are you proficient in using Microsoft Outlook, Word and Excel?
- Focus on your key skills followed by experience and education.
- Are you able to complete administrative tasks accurately?
Office Administrator Interview Questions
Blow them away in your next interview and make sure you’ve got these questions covered.
- Do you work well in a team environment?
- What’s your secret to staying organised when receiving tasks from various people?
- How do you deal with large incoming call volumes?
- What is your greatest strength and weakness?
- Do you enjoy interacting with people?
- Do you see yourself as a good multitasker?
- How are you with authority and taking orders?
Office Administrator Qualifications
You don’t need a degree to get an entry-level job as an Office Administrator but you will need to have at least passed Matric and received your Senior Certificate. To grow in your career, you will need to improve all your hard and soft skills. Today there’s a large variety of courses you can take, most of them online and sometimes even completely free. If you want to get serious about your career, you can study for a Certificate or Diploma in Office Administration.
Office Administrator Salaries
Your salary as an Office Administrator will vary from company to company. Below are current salary levels based on actual salary offerings on the CareerJunction website (30 000+ jobs monthly) for the latest measurable period (October 2015 to February 2016).
- Office Administrator Junior Level: ZAR 9,056 – ZAR 10,910.
- Office Administrator Skilled Level: ZAR 10,980 – ZAR 13,600.
- Office Administrator Senior Level: ZAR 14,787 – ZAR 18,048.
Office Administrator Resources
- Office Admin jobs in South Africa
- Association of Office Professionals of South Africa
- Professional Association for Secretaries and Administrative Assistants
- Office Administrator Courses
Written by CareerJunction